EDMONTON SOUTHSIDE PRIMARY CARE NETWORK – CENTRAL OFFICE ADMINISTRATIVE LEAD

The Edmonton Southside Primary Care Network was the first PCN in Alberta. Over the past 17 years, the ESPCN has grown to become the largest PCN in Edmonton and consists of a team of health care professionals who are passionate about creating healthier communities. Each member of our team of healthcare providers plays a specific role in improving, coordinating, and delivering primary health services.
Our Vision is “to be the trusted cornerstone of a healthy community”. Our employees are exceptional and describe their colleagues as respectful, passionate, collaborative, and dedicated. Now’s your chance to join our amazing team of health care professionals as we lead in the provision of primary care through collaboration, innovation, and teamwork, creating healthy patients and satisfied providers.

POSITION OVERVIEW:

We are looking for a full-time Central Office Administrative Lead! Reporting to the Senior Manager-Central ESPCN Clinic, the Central Office Administrative Lead (COAL) will be responsible for the day-to-day administrative support operations at the Central ESPCN clinic. This will include developing and leading a high performing clinical administrative team responsible for referral management and reception, promoting efficient and effective use of and maintenance of the EMR, and acting as the Privacy Officer. This position will have ongoing responsibility to build productive relationships with the corporation’s management team, staff, and select vendors, while increasing the efficiency and effectiveness of the administrative team and central administrative operations. This role may require occasional evening work to provide after-hours support.

EXPERIENCE, SKILLS & QUALIFICATIONS:

The ideal candidate have strong knowledge and experience in administration, purchasing, human resources, and privacy legislation. Through their attitudes and behaviours, they should support the vision, mission, and values of the Edmonton Southside Primary Care Network. In particular, the successful candidate will possess:

• A bachelor’s degree in business, or post-secondary education with at least 5 years’ experience in office administration (relevant combination of education, designation and experience may be considered)
• Clinic management, public sector and/or health care experience, especially in a Primary Care setting are assets
• Advanced EMR expertise (Healthquest, other EMRs) and experience integrating new EMRs and/or developing and implementing EMR process improvements.
• Demonstrated exceptional leadership competency
• Experience leading teams, increasing efficiencies and managing change
• Contract management experience
• Respect and understanding of confidentiality; ability to act responsibility and accountably
• Strong understanding of Alberta’s privacy laws, particularly the Health Information Act is required
• Excellent written and verbal skills, problem solving/critical thinking skills, and high accountability
• Analytical and problem solving skills; ability to work on own initiative and to prioritize workload
• Awareness of strengths and limitations, professional development needs, and willingness to seek help when required

The Central Office Administrative Lead will work with the Senior Manager-Central ESPCN Clinic to implement operational and strategic decisions. They will be the ‘go to person’ for all inquiries related to central office administrative operations, working collaboratively with multidisciplinary team members, ESPCN management, clinic office staff and member physicians.

Specifically, the COAL will:

• Manage the clinical Administrative Assistants, including day-to-day direction (scheduling, coverage), annual reviews, performance management, training and education, and time management for direct reports
• Provide support to each team member, to ensure they are utilizing their strengths effectively, are functioning at an optimal level and achieving their goals
• Effectively resolve all team issues and concerns working collaboratively with appropriate management team members
• Identify additional staffing resources required, participate in interviewing and selection of candidates, and provide appropriate orientation of new team members
• Escalates concerns or situations appropriately to the Senior Manager-Central ESPCN Clinic
• Continuous process improvement and efficiency boosting for both the administrative team and the overall central administrative operations
• Promotes efficient and effective use of the EMR, including proposing EMR process changes and supporting implementation to enhance efficiency, communication, and patient care.
• Chairs monthly Admin meetings and huddles where indicated
• Co-chairs central clinic staff meeting and committee meetings where indicated
• Assist in the development of policies and protocols for the ESPCN Central Office and provide ongoing maintenance and process improvement to the central office operations
• Ensure the maintenance of accurate records in line with practice policy
• Attend, and participate in, internal and external meetings as required
• Support senior management with the preparation and review of reports
• Coordinate use of PCN facilities by external partners
• Support facility upkeep and maintenance of the Central ESPCN Clinic space
• Serves as the Privacy Officer.
• Oversee patient related Health & Safety and may act as a representative of the Central ESPCN clinic on the H&S Committee
• Continually supports the vision and mission of the Edmonton Southside Primary Care Network.